Setting up Reporting Profiles

What is a Reporting Profile?

We use Reporting Profiles in your Truckspy account as a way to group your vehicles. You may only have one Reporting Profile in your account, and if this is the case it will contain all of the trucks in your fleet. 

You may need multiple Reporting Profiles if your company controls one or more subsidiaries or if you need to separate your fleet into smaller groups of trucks for one reason or another.

Step 1:

After logging in to your Truckspy account, select the Reporting Profiles tab on the left. You should then see a box that lists all Reporting Profiles currently in your account.

Step 2:

Click Add in the top right corner of the box. Fill in the Reporting Profile details in the corresponding boxes.

• Name is mainly for your reference and can be whatever you choose. If you receive weekly reports, this is the name that will appear in your emails.
• For Entity Name you will most likely want to enter your company name, but it can also be whatever you choose. This is what will appear on your reports.

• If you have an Entity Number you want displayed on your IVMRs, enter it in the Entity Identifier box. If not, you can type “--” or “n/a”.
• Select your Report End Day.

📖Note: The Default Reporting Profile should already be set up with Sunday as the report end day, and this is most likely the day you will want to select.

• You should be able to leave the default settings for Report Timezone and Report Units as they are.

Click Create.

📖Note: Any of the above settings can be changed later if needed.

Step 3:

Click on the name of the Reporting Profile you just created to open it. Here you can edit settings or download reports. Take note of the following changes you will likely want to make when initially setting up a new Reporting Profile:

• Location Groups

You must assign at least one location group to your Reporting Profile, otherwise you will not be able to assign trucks to locations within these groups.

Click Assign and then select the FedEx Ground group and any company location groups you may have in your account.

📖Note: If you are not a FedEx customer, you may not need to worry about Location Groups and in that case you can skip this part of the step.

• Subscriptions

Your Default Reporting Profile is likely set up with certain subscriptions, such as Mileage Compliance and Minimum Wage Compliance. These will need to be set up for each individual Reporting Profile. Once you have set up your new Reporting Profiles, notify Truckspy Support and we will assist you with getting those subscriptions added to the new profiles.

📖Note: If you don’t need to receive reports on the trucks in this Reporting Profile, you can skip this step.

• IVMR Layout

Under Mileage Compliance Settings, you have the option to change your IVMR format. It will already be set to Default IVMR PDF. Only change this setting if you need your reports in the FedEx format.

To do this, select FedEx IVMR PDF in the dropdown menu next to IVMR Layout.

Click Save.

Step 4:

Now that your Reporting Profile has been set up, you can assign vehicles to it. This will have to be done one at a time.

Click on the Vehicles tab and then select a truck number.

Under Reporting Profile History you will see the Reporting Profile the truck is currently assigned to. Click Reassign.

In the dropdown menu next to Assign To, select your new Reporting Profile.

The As Of date should most likely be the date the truck was created (see Created At under Vehicle Information).

Click Submit.

Repeat this process for as many trucks as you need to assign to the Reporting Profile.

Step 5:

💡After setting up your Reporting Profile and assigning trucks to it, you will likely need to make changes in your notification settings. This will allow you to receive weekly reports and other notifications for the newly created Reporting Profile.

The changes you make to your notification settings may be different based on your company’s specific situation. For a more detailed breakdown of setting up notifications, see How to Edit Personal Settings and see the section on Notification Settings before proceeding.

⚠️IMPORTANT: If you do NOT make changes in this step and you are already subscribed to notifications based on your Default Reporting Profile only, you will NOT receive notifications for your newly created Reporting Profile.

Click on your name in the top left and click Preferences.

Notice your Notification Settings box:

📖Note: Most accounts will already be set up to receive Invoice Created, GPS Position Data Error, and Report Ready notifications. 

• If you would like to receive your weekly reports in separate emails based on Reporting Profile, you will need to make changes to your Report Ready notification.
• If your Default Reporting Profile is subscribed to the GPS Position Data Error notification, you will need to add another notification subscribing your new Reporting Profile as well.
• The Invoice Created notification is always applied to the company as a whole and not an individual Reporting Profile, so there is no need to make changes to this one.

Click Add in the top right corner of the Notification Settings box OR click Edit to make changes to an existing notification.

Set up notifications as you would normally, but in the box next to Entity, select your new Reporting Profile instead of Company.

📖Note: Selecting Company when setting up the Report Ready notification means you will receive one email containing reports for ALL of your Reporting Profiles.

If you have any questions or concerns while working through any of the steps above, feel free to direct them to Truckspy Support at [e-mail].